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About the Role

Provide executive-level support to the Chief Marketing Officer (CMO) and serve as a trusted partner, ensuring seamless day-to-day operations, anticipating needs, and managing competing priorities. This role also offers administrative support to the Marketing leadership team and may serve as backup to other Executive Assistants.

Responsibilities

• Manage complex, multi-time zone calendars for the CMO, balancing competing priorities while optimizing executive time.
• Coordinate meetings, executive reviews, leadership offsites, and customer engagements.
• Manage agendas, meeting logistics, and follow-up actions for staff meetings, leadership meetings, and key business reviews.
• Capture meeting notes, track action items, monitor progress, and help ensure commitments are completed.
• Develop sufficient understanding of the business and organizational priorities to proactively identify issues, surface dependencies, and help drive execution.
• Exercise sound judgment when interacting with internal and external stakeholders, representing the CMO with professionalism and discretion.
• Support members of the Marketing leadership team with complex scheduling, travel coordination, and administrative needs as appropriate.
• Assist with department budget tracking, purchase requests, invoice processing, and other administrative financial activities.
• Process executive expense reports accurately and in a timely manner.
• Coordinate planning and logistics for team meetings, offsites, customer visits, executive events, and cross-functional initiatives.
• Ensure all required materials, information, and logistics are prepared for key meetings and executive engagements.
• Serve as the primary point of contact for day-to-day administrative needs across the Marketing organization.
• Prepare, edit, and format high-quality presentations, reports, executive communications, and other business documents.
• Translate executive guidance into polished PowerPoint presentations and supporting materials with exceptional attention to detail.
• Maintain organized documentation and ensure information is communicated clearly and professionally.
• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Provide on-site executive support during major company events, customer meetings, trade shows, and industry conferences, including occasional travel as required.
• Partner with other Executive Assistants to coordinate Executive Team activities and support company-wide events.
• Handle highly confidential information with the utmost discretion and professionalism.
• Build strong working relationships across the executive team, Board interactions, customers, and external partners.
• Serve as a senior member of the Executive Assistant community by mentoring others, sharing best practices, and providing backup support across the C-Suite when needed.

Requirements

• 15+ years of executive assistant, administrative, or related professional experience supporting C-level executives.
• Demonstrated success partnering closely with senior executives in demanding, fast-paced environments requiring exceptional professionalism and sound judgment.
• Experience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal direction.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Experience preparing executive-level presentations and business documents using PowerPoint and other presentation tools.
• Excellent written and verbal communication skills with a polished executive presence.
• Proven ability to manage confidential information with the highest level of discretion.
• Experience coordinating leadership meetings, managing agendas, documenting action items, and tracking follow-up activities.
• Ability to build trusted relationships and effectively manage stakeholders across all levels of the organization, including executives, customers, and Board members.
• Strong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, calendaring systems, and video conferencing platforms.
• Demonstrated ability to quickly learn new technologies, including a genuine interest in leveraging AI-powered productivity tools to improve efficiency.
• Adaptability to thrive in a high-growth, rapidly changing, and often ambiguous environment.
• Willingness to travel occasionally in support of executive meetings, company events, and industry conferences.

Skills

• Microsoft Office Suite
• Google Workspace
• Slack
• Microsoft Teams
• Calendaring systems
• Video conferencing platforms
• AI-powered productivity tools

Location

• San Mateo

Work Type

• On-site
• Occasional travel

Experience Level

• 15+ years of executive assistant, administrative, or related professional experience

Salary/Compensations

• $110,000 - $170,000 a year

Benefits

• Bonus
• Benefits
• Equity
• Temporary benefits package (applicable after 60 days of employment)

About the Company

• Founded in 2015, Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems.
• Its products include Hivemind autonomy software and V-BAT and X-BAT aircraft.
• With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide.

Equal Opportunity

• Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer.
• We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status.
• If you have a disability or special need that requires accommodation, please let us know.